MINUTES
April 20, 2023
The Board of Directors of Region XIV Education Service Center met in regular session at 11:30 a.m. on
Thursday, April 20, 2023, at 1850 Highway 351; Abilene, Texas.
Board members present were: Dr. Gene Shelhamer, Mr. Don Ballard, Mr. Jay Waller, Ms. Sue Pond,
Mrs. Kay Hamlin, Mrs. Barbara Pittman and Dr. Barry Hoefer.
Staff Members present were: Shane Fields, Emily Jeffrey, Angie Mendoza, Rose Burks, Melissa Morales,
Cody Carson, Emilia Moreno, Kevin Hill, and Tina Wyatt.
Minutes of the regular meeting on February 16, 2023 were approved on a motion by Mr. Jay Waller and
second by Ms. Sue Pond. Motion passed unanimously. (Minutes are attached to and made a part of this
record.)
Minutes of the special called meeting on March 2, 2023 were approved on a motion by Mr. Jay Waller
and second by Ms. Sue Pond. Motion passed unanimously. (Minutes are attached to and made a part of
this record.)
The Board Report was presented by Ms. Emily Jeffrey and approved on a motion by Mrs. Barbara
Pittman and second by Mr. Don Ballard. Motion passed unanimously. (Board Report is attached to and
made a part of this record.)
Ms. Emily Jeffrey addressed the board regarding the possibility of offering a one-time retention stipend
of 4% to our staff. This retention stipend is only for those that will be returning for the SY 2023-
2024.She stated the funds are available and the board agreed to this being based on their 2022/2023
salaries. The board was in agreement with this retention stipend and it was approved on a motion by Dr.
Barry Hoefer and seconded by Sue Pond. Motion passed unanimously.
Mr. Fields and Emily Jeffrey presented a possible model for a policy that will allow the ESC to pay
employees leave days upon their retirement to help prevent actual loss in work days. This would only
be offered to employees that have worked at the ESC for 5 years or more. The board had some open
discussion regarding this and they were in agreement that this would be a policy the board would be in
agreement with. This new policy will become effective on 9/1/2023. Mrs. Barbara Pittman made a
motion to approve this policy and Mr. Jay Waller seconded it. Motion passed unanimously. (The model
for this policy to pay leave days is attached to and made part of this record.)
Mr. Fields and Emily Jeffrey introduced the need to explore raising the health insurance allowance for
our employees. Mr. Fields shared a new health insurance allowance model based on the number of
days worked. The increase for a full time employee would be an additional $75 for a total amount of
$604 per month. Barbara Pittman made a motion to approve and second by Jay Waller. Motion passed
unanimously. (Health insurance allowance model is attached to and made a part of this record.)
Mr. Fields recommended to the Board that we continue to use Edgin, Parkman, Fleming and Fleming, PC
for our annual financial audit. The Letter of Engagement was approved on a motion by Ms. Barbara
Pittman and second by Mr. Don Ballard. Motion passed unanimously. (Letter of Engagement is
attached to and made a part of this record.)
Mr. Fields asked the board to approve the employment of Ashley Parker, Digital Innovation Consultant
in the Center for Technology Services. This employment was approved on a motion by Mr. Don Ballard
and second by Dr. Barry Hoefer. Motion passed unanimously. (Resume is attached to and made a part
of this record.)
Mr. Fields asked the board to approve the resignations of Crystal Althof, Curriculum Consultant; Kayla
Swanzy, Title I Consultant and Amy Wright, Science Consultant all in CILF. The resignations were
approved with deep regrets on a motion by Mrs. Barbara Pittman and second by Mr. Don Ballard.
Motion passed unanimously. (Resignation letters are attached to and made a part of this record.)
Mrs. Angie Mendoza presented the following budget reports: Head Start Budget and Early Head Start
Budget. The Board was given an opportunity to discuss the budgets and to ask questions. Mrs. Barbara
Pittman made a motion to approve all the Head Start & Early Head Start Budgets as presented and Mrs.
Sue Pond seconded the motion. Motion passed unanimously. (Head Start Budgets are attached to and
made a part of this record.)
Mrs. Angie Mendoza presented the Head Start credit card statement. This is information only and no
action is required.
Mrs. Angie Mendoza presented to the Board the Final Corrective Action Plan and it was approved on a
motion by Dr. Barry Hoefer and second by Sue Pond. Motion passed unanimously. (Corrective Action
Plan is attached to and made a part of this record.)
Mrs. Angie Mendoza presented the Program Self-Assessment results for Program Year 2022-2023 to the
Board and it was approved on a motion by Mr. Don Ballard and seconded by Mrs. Barbara Pittman.
Motion passed unanimously. (Program Self-Assessment results are attached to and made a part of this
record.)
Mrs. Angie Mendoza presented the Head Start Program Improvement Plan for 2023-2024 to the Board
and it was approved on a motion by Ms. Sue Pond and seconded by Dr. Barry Hoefer. Motion passed
unanimously. (Head Start Program Improvement Plan is attached to and made a part of this record.)
Mrs. Angie Mendoza presented to the Board the Head Start Community Assessment for 2022-2023.
The Board was given an opportunity to discuss the Community Assessment and to ask questions.
Mr. Jay Waller made a motion to approve and Mrs. Sue Pond seconded the motion. Motion passed
unanimously. (The Community Assessment for 2022-2023 is attached to and made a part of this record.)
Mrs. Angie Mendoza reviewed the Training Plan for 2023-2024 to the Board. The Training Plan was
approved on a motion by Mrs. Barbara Pittman and seconded by Dr. Barry Hoefer. Motion passed
unanimously. (Training Plan is attached to and made a part of this record.)
Mrs. Angie Mendoza reviewed the Head Start/Early Head Start Program Goals for Grant #06CH012174
and it was approved on a motion by Mrs. Sue Pond and second by Dr. Barry Hoefer. Motion passed
unanimously. (Head Start/Early Head Start Program Goals for Grant #06CH012174 is attached to and
made a part of this record.)
Mrs. Angie Mendoza presented the Policy & Procedure 648A(a)B(ii), 1302.91(e)(3) Teaching Assistants
CDA and asked the board to approve. Mr. Don Ballard made a motion to approve this policy and second
by Mr. Jay Waller. Motion passed unanimously. (Policy & Procedure 648A(a)B(ii), 1302.91(e)(3)
Teaching Assistants CDA in Head Start Programs is attached to and made a part of this record.)
Mrs. Angie Mendoza presented the Policy & Procedure 645A(h), 1302.91(e)(1) EHS Teachers CDA and
asked the board to approve. Dr. Barry Hoefer made a motion to approve this policy and second by Mrs.
Sue Pond. Motion passed unanimously. (Policy & Procedure 645A(h), 1302.91(e)(1) EHS Teachers CDA
is attached to and made a part of this record.)
Mrs. Angie Mendoza presented Policy & Procedure 648A(e)(2), 1302.91(e)(2)(3)(B) Staff Qualifications –
Head Start Teachers and asked the board to approve. Mrs. Barbara Pittman made a motion to approve
this policy and second by Dr. Barry Hoefer. Motion passed unanimously. (Policy & Procedure
648A(e)(2), 1302.91(e)(2)(3)(B) Staff Qualifications – Head Start Teachers is attached to and made a part
of this record.)
Mrs. Angie Mendoza presented the Policy & Procedure 1302.101 Management System & Ongoing
Monitoring and asked the board to approve. Mrs. Sue Pond made a motion to approve this policy and
second by Mrs. Barbara Pittman. Motion passed unanimously. (Policy & Procedure 1302.101
Management System & Ongoing Monitoring is attached to and made a part of this record.)
Mrs. Angie Mendoza presented the Policy & Procedure Caring for Our Children 9.2.3.1 – Health & Safety
and asked the board to approve. Mrs. Barbara Pittman made a motion to approve this policy and
second by Dr. Barry Hoefer. Motion passed unanimously. (Policy & Procedure Caring for Our Children
9.2.3.1 – Health & Safety is attached to and made a part of this record.)
Mrs. Angie Mendoza reviewed the Project Summary for Grant 06CH012174 – Cost of Living and Quality
Improvement with the Board and asked for approval. Mrs. Barbara Pittman made a motion to approve
and seconded by Mrs. Sue Pond. Motion passed unanimously. (Head Start Project Summary for Grant
06CH012174 is attached to and made a part of this record.)
Angie presented to the Board information regarding ERSEA monthly reports including enrollment/child
count, attendance, USDA, Director’s Report, Health & Safety Committee Report, Communication from
the Secretary: Program Instruction – ACF-PI-HS-23-02-FY 2023 Head Start Funding Increase; Program
Instruction – ACP-PI-HS-23-03 Head Start and Early Head Start Program Impacted by Hurricanes Fiona
and Ian; Information Memorandum – ACF-IM-HS-23-01 Lead Poisoning Prevention; Drinking Water;
Testing and Screening for Lead; Effects of Lead Exposure, ECLKC – Leadership – Khari Garvin, OHS, ACF
Director, OHS – Letter from OHS Director, OHS – Letter to the Head Start Community about Child Safety,
National Center on Health, Behavioral Health, and Safety – Understanding the Role of Dental Hygienist
Liaisons, OHS - ECLKC – April Edition – News from OHS, OHS – Update on Vaccine and Testing
Requirements, Sesame Street in Communities Issue No. 18 – Self-Care for well-being, Action Calendar –
April 2023, Delegate Information – Region 15 ESC including Policy Council Minutes, Director’s Report
and Monthly Financial Statements. (These items are attached and made a part of this record.)
Mrs. Angie Mendoza shared training information on Strategic Planning.
There being no further business, the meeting was adjourned at 12:39 p.m. on a motion by Mr. Jay
Waller and second by Ms. Don Ballard.